Supervisory Contract Administrator

Koitecc Solutions; Cambridge (MA); On-site; USD 120,000 - 150,000; Full time

Job summary

Smithsonian Astrophysical Observatory (SAO) seeks a Supervisory Contract Specialist to manage the Subawards section within the PCP Department. Responsibilities include day-to-day procurement of major scientific services and research instrumentation, and ensuring compliance across federally funded and trust-funded activities.

The incumbent will lead pre-award and post-award processes, supervise staff, and coordinate with investigators and program managers on acquisition planning and award

Qualifications

• Comprehensive knowledge of FAR, Uniform Guidance, and related award requirements.
• Experience negotiating complex subcontracts and subawards.
• Ability to manage pre-award and post-award activities for federally funded projects.

Responsibilities

• Provide supervision and leadership for the Subawards Section and advise SAO leadership on procurement matters.
• Lead planning, negotiation, award, and administration of complex subcontracts and subawards.
• Administer contracts and subawards across multiple funding sources and sponsor requirements.
• Develop and maintain procurement policies and internal controls for audit readiness.

Skills

FAR knowledge

Contract negotiation

Sponsored project administration

Audit readiness

Stakeholder engagement

Education

Bachelor’s degree with relevant coursework (accounting/finance/contracts)

Tools

Uniform Guidance

FAR/NFS compliance

Job description

Introduction

The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best‑known astrophysics center in the world. Its programs range from ground‑based astronomy and astrophysics research to space‑based research, the engineering and development of major scientific instrumentation for space launch and use in large ground‑based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support. Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution’s Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non‑Federal contracts and grants.

Summary

This is the position of Supervisory Contract Specialist, which is in the Procurement, Contracts, and Property (PCP) Department of the Smithsonian Astrophysical Observatory [SAO]. The Incumbent is responsible for managing the day‑to‑day operations of the Subawards section, including all elements of complex procurement projects involving subcontracts and research subawards [funded via incoming contracts and grants] and contracts [funded with federally appropriated funds or other types of trust funds]. The Incumbent is responsible for pre‑award and post‑award functions related to procurement and sponsored project activities that are of significant importance to SAO. Procurements include major and varied technical services, scientific research, and scientific instrumentation. Incumbent is delegated authority to be determined under a formal delegation of authority.

Major Duties

• Provides overall supervision and operational leadership for the Subawards Section, including planning and assigning work, establishing priorities and deadlines, monitoring workflow, evaluating performance, mentoring staff, identifying training needs, supporting workforce development, and recommending personnel actions, awards, and disciplinary actions. Serves as a senior contractual advisor to SAO leadership, principal investigators, program managers, and administrative staff on subcontracting, procurement strategy, acquisition planning, sponsor compliance, contractual risk, and research administration matters involving federally funded and trust funded activities.
• Performs subcontract, contract, and subaward planning, solicitation, negotiation, award, administration, modification, and close‑out activities for complex scientific, technical, research, construction, and service‑related procurements and sponsored projects of significant institutional importance. Develops acquisition and subcontracting strategies for complex projects involving multiple funding sources, collaborating institutions, scientific programs, long‑range program objectives, and sponsor requirements. Reviews procurement and subcontract requests; analyzes technical and administrative requirements; develops evaluation criteria; recommends revisions to statements of work and specifications; determines appropriate procurement methods and contract types; and establishes milestones, schedules, and procurement plans. Prepares solicitation, award, and modification documentation for complex procurements and subawards, including incorporation of sponsor requirements, contractual provisions, flow‑down clauses, cost accounting standards, technical proposal requirements, pricing provisions, and public posting requirements.
• Leads proposal evaluations, source selection activities, technical review processes, competitive range determinations, and negotiations involving contractors, subcontractors, collaborating institutions, and subrecipients, including pricing, schedules, terms and conditions, profit or fee arrangements, and resolution of complex contractual issues. Administers complex contracts, subcontracts, and subawards throughout the award lifecycle by monitoring technical and financial performance, reviewing expenditures and milestone payments, authorizing modifications, resolving performance and compliance issues, investigating disputes and claims, negotiating equitable adjustments and settlements, and ensuring fulfillment of contractual obligations. Conducts and documents are pre‑award and post‑award conferences and coordinate with scientific, technical, legal, finance, audit, property, export control, and research administration personnel regarding contractual requirements, compliance obligations, acquisition planning, and performance concerns.
• Develops, interprets, implements, and maintains subcontracting and subaward policies, procedures, templates, monitoring tools, and internal controls consistent with FAR, Uniform Guidance, sponsor requirements, export control regulations, and Smithsonian and SAO policies. Represents SAO in interactions with federal agencies, auditors, contractors, collaborating institutions, and institutional stakeholders regarding subcontracting, procurement compliance, sponsored project administration, Contractor Purchasing System Reviews (CPSRs), Uniform Guidance audits, and related institutional reviews. Reviews completed award files to ensure all contractual, financial, administrative, reporting, property, and compliance requirements have been satisfied prior to close‑out or termination and negotiates final settlements when necessary.

Research Contracting and Subaward Program Leadership

• Serves as the senior advisor within SAO for subcontracting, subaward administration, and trust‑funded procurement activities supporting scientific research, instrumentation development, facilities, and operations. Provides strategic guidance on acquisition and subcontracting approaches, sponsor compliance requirements, contractual risk management, and administration of complex research‑related agreements. Oversees the full lifecycle of subcontracts, subawards, and trust‑funded procurements supporting SAO's scientific and operational mission.

Policy, Compliance, and Oversight

• Develops, interprets, and implements subcontracting, subaward, procurement, and research administration policies and procedures consistent with Uniform Guidance, sponsor requirements, federal regulations, Smithsonian policy, and SAO operating practices. Establishes internal controls, monitoring processes, and compliance procedures to support audit readiness and ensure appropriate stewardship of federal, trust, and sponsored project funds.

Workforce Supervision and Development

• Supervises Contract Specialists, Procurement Analysts, and other procurement and sponsored project personnel. Assigns work, establishes priorities, evaluates performance, approves leave, identifies training needs, mentors staff, and supports professional development. Ensures staff maintain the knowledge and competencies necessary to support SAO's procurement, subcontracting, and sponsored project activities.

Contract Execution and Business Advisory Services

• Serves as a senior advisor to SAO leadership, principal investigators, program managers, administrative staff, and institutional partners regarding subcontracting, procurement strategy, sponsor requirements, contractual risk, research administration, and compliance matters. Resolves complex contractual and business issues involving contractors, subcontractors, collaborating institutions, and research sponsors.

Stakeholder Engagement and Representation

• Represents SAO in interactions with federal sponsors, collaborating institutions, contractors, subcontractors, auditors, Smithsonian offices, principal investigators, and other institutional stakeholders regarding subcontracting, procurement compliance, sponsored project administration, Uniform Guidance compliance, and related operational matters. Serves as SAO's representative in high‑level meetings, audits, reviews, and negotiations involving scientific collaborations, sponsored projects, procurement activities, and institutional compliance matters. Negotiates agreements, resolves contractual and compliance issues, and works with senior contractor and institutional representatives to support successful execution of SAO's scientific and operational programs.

Performs other duties as assigned.

Basic Requirements

Completion of all mandatory training prescribed by the head of the agency for progression to GS‑13 or higher level contracting positions, including at least 4‑years experience in contracting or related positions. At least 1 year of that experience must have been specialized experience at or equivalent to work at the next lower level of the position, and must have provided the knowledge, skills, and abilities to perform successfully the work of the position.

A 4‑year course of study leading to a bachelor's degree, that included or was supplemented by at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management.

Knowledge, Skills, and Abilities required

• Comprehensive knowledge of Federal Acquisition Regulation (FAR); NASA FAR Supplement (NFS); Title 2 CFR Part 200, Uniform Guidance; NASA Grant and Cooperative Agreement Handbook; National Science Foundation Proposal and Award Policies and Procedures Guide and related award conditions; sponsor‑specific award requirements and flow‑down provisions; and Smithsonian and SAO procurement, sponsored project, and research administration policies and procedures.
• Mastery of subcontracting, subaward administration, and research acquisition principles, policies, regulations, and procedures sufficient to independently plan, negotiate, administer, and close out complex research‑related contracts, subcontracts, subawards, and collaborative agreements involving scientific, technical, construction, service, and research activities funded through federal appropriations, contracts, grants, cooperative agreements, and trust funds.
• Superior knowledge of sponsored research administration and federal research compliance requirements sufficient to oversee subrecipient monitoring activities, evaluate sponsor flow‑down requirements, interpret award conditions, support audit readiness, and ensure compliance with Uniform Guidance, sponsor requirements, export control obligations, research security requirements, and institutional policies.
• Exceptional knowledge of acquisition planning principles and scientific collaboration frameworks sufficient to develop subcontracting and acquisition strategies for complex multi‑institutional scientific programs involving long‑range project schedules, multiple funding sources, overlapping compliance requirements, and evolving technical objectives.
• Mastery of contract cost and price analysis techniques sufficient to evaluate complex contractor and subrecipient proposals; analyze cost breakdowns, indirect costs, and pricing structures; establish negotiation positions; and develop recommendations regarding cost reasonableness, allowability, allocability, and financial risk.
• Knowledge and skill are sufficient to formulate